Administrative Specialist CL3

The Administrative Assistant supports the functions of the School of Biology and Ecology (SBE). This position has administrative responsibility in student and faculty related matters, academic requests, oral and written communication to students, parents, staff, faculty, and others on school related matters that make up the day to day operation of SBE. Full-time, regular position, 40 hours per week, 5 days a week. Daily work hours are Monday- Friday 8:00 a.m. - 4:30 p.m. This position pays $19.59/hour, or applicable transfer rate. Essential Duties & Responsibilities: Manages student course changes, enrollment, course schedules, Infosilem, and Mainestreet queries. Conducts queries on Mainestreet and tracks SBE data relating to academic matters, SBE committees, and graduate and undergraduate student workers. Manages paperwork for appointments, including working with Financial Managers and payroll, for SBE employees including adjuncts, graduate teaching and research assistants, undergraduate student workers and others. Acts as backup approver of student hours. Acts as first point of contact for internal and external matters over the phone, email (um.biology@maine.edu), and from drop-ins to the main office which include faculty, students, parents, the news media, and the public. Acts as building manager for Murray Hall and deals with emergencies or other issues. Oversees disbursement of communications, academic information, collection/review of information, reminders of deadlines and submission to SBE, the college and other units. Has administrative responsibility in student and faculty related matters, academic requests, and other school related matters that make up the day to day operation of SBE. Provides administrative and logistical support to SBE leaders and committees including managing documents, scheduling of meetings and other tasks. Assists in interpreting university policies and procedures pertaining to faculty and student matters. Coordinates student field trips, Schoodic trip and Adventure Semester, including reserving vehicles, and collects safety information, evening and weekend trip forms, and maintains information in case of emergency. Assists with training and supervision of undergraduate and graduate students (hired as needed) in office tasks. Assists in coordinating events for recruitment, open house, orientation, seminars, graduate proposals and defenses, and other programs Performs other reasonably related administrative duties as assigned by the Director of the School of Biology and Ecology. About the University: The University of Maine is a community of more than 11,900 undergraduate and graduate students, and 2,500 employees located on the Orono campus, the regional campus in Machias, and throughout the state. UMaine is a land, sea and space grant university, and maintains a leadership role as the University of Maine System's flagship institution. UMaine is the state's public research university and a Carnegie R1 top-tier research institution, dedicated to providing excellent teaching, research and service for Maine, the nation and the world. More information about UMaine is at umaine.edu. The University of Maine offers a wide range of benefits (https://www.maine.edu/human-resources/benefits/) for employees including, but not limited to, tuition benefits (employee and dependent), comprehensive insurance coverage including medical, dental, vision, life insurance, and short and long term disability as well as retirement plan options. As a former NSF ADVANCE institution, the University of Maine is committed to diversity in our workforce and to dual-career couples. UMaine is located in beautiful Central Maine. Many employees report that a primary reason for choosing to come to UMaine is quality of life. Numerous cultural activities, excellent public schools, safe neighborhoods, high quality medical care, little traffic, and a reasonable cost of living make the greater Bangor area a wonderful place to live. Learn more about what the Bangor region has to offer here (https://www.visitbangormaine.com/about-the-region/the-region-at-a-glance/) . Qualifications: Required: 60 credits or more of higher education or equivalent work experience and training AND including two years of administrative/office experience. Excellent interpersonal skills with a proven record of teamwork, customer service and professionalism. Excellent organizational skills with the ability to independently prioritize multi-task and complete work in a fast-paced environment. Proven attention to detail and focus on accuracy. Strong computer skills, including experience with Microsoft Office, Excel, and Google. Preferred: Experience with MaineStreet, Salesforce/TargetX, and publishing software Other Information: To be considered for this position you will need to “Apply” and upload the documentation listed below: 1.) a cover letter which describes your experience, interests, and suitability for the position 2.) a resume/curriculum vitae Candidates selected to proceed to the final stages of the search process will be requested to provide a list of names and contact information for references. Incomplete application materials cannot be considered. Materials received after the initial review date will be reviewed at the discretion of the University. For full consideration, materials must be submitted by November 12, 2024. The successful applicant is subject to appropriate background screening. In complying with the letter and spirit of applicable laws and pursuing its own goals of diversity, the University of Maine System does not discriminate on the grounds of race, color, religion, sex, sexual orientation, transgender status, gender, gender identity or expression, ethnicity, national origin, citizenship status, familial status, ancestry, age, disability physical or mental, genetic information or veterans or military status in employment, education, and all other programs and activities. The University provides reasonable accommodations to qualified individuals with disabilities upon request. The following person has been designated to handle inquiries regarding non-discrimination policies: Director of Equal Opportunity, 5713 Chadbourne Hall, Room 412, University of Maine, Orono, ME 04469-5713, 207-581-1226. TTY 711 (Maine Relay System). Clery Act The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, such as the University, prepare, publish and distribute an Annual Security Report, (ASR) and provide notice of the availability of the ASR to all prospective employees. This report consists of two basic parts: disclosure of the University’s crime statistics for the past three calendar years; and disclosures regarding the University’s current campus security policies. You may view the University’s Annual Security Report by clicking on this link: https://umaine.edu/police/clery-annual-safety-report/. If you wish to have a paper copy of the ASR or you need to have a copy of the ASR in an accessible format, the University will provide such a copy upon request. Please contact: UMaine Police Department, 81 Rangeley Rd., The University of Maine, Orono, ME 04469-5794, or call 207.581.4053.